Personal Assistant

This posting is for hourly paid logistics employees to apply through.

Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion or belief, age, or disability or union membership status.

About Us

Ocado Group is a pioneer in the online grocery market. We have collaborated with some of the most forward-thinking, innovative grocery retailers via our Ocado Solutions business, and have recently launched Ocado Intelligent Automation, to bring our advanced warehouse fulfilment solutions to non-grocery players. At the heart of our success lies our technological expertise and unparalleled IP, which is developed by the Ocado Technology business.

Ocado Technology (OT) has undergone significant change in recent years - in terms of the scope of our technology, the size and scale of our international clients, and the number and geographic breadth of our people and development centres. This has presented us with new opportunities, but also new complexities, which increase our need for strategic planning, organisation and communication between the senior team.

 About the role

 This role will form a key part of the Ocado Technology Personal Assistant (OTPA) team within Ocado Technology reporting directly into the Team Manager for this area. The role will have a dual focus: supporting four Senior Leadership Team individuals and assisting in these areas in UK Technology.

Accountabilities

• Provide high-level administrative support to Senior Leadership Team members within Ocado Technology, including complex diary management across multiple locations, internal & external meeting coordination, and executive travel planning. Manage general admin tasks such as stationery/business card orders, purchase orders, visitor logistics, and post handling.
• Coordinate UK and international travel for leadership and teams - flights, hotels, car hire, visas, and itineraries. Process and reconcile expense claims, credit cards, and invoices, while maintaining accurate records.
• Plan and deliver Away Days, Leadership Conferences, and Stream-specific initiatives. Collaborate with the Strategy Team to create agendas & schedules for governance meetings & department Away Days; managing all logistics including venues, AV, catering, travel, materials, and merchandise. 
• Support Town Halls and live streams with invite management, Slido moderation, session recording/editing, and comms distribution. Use internal tools (Slack, Guru, Workday) for communication, holiday/absence tracking, and timesheet submissions.
• Collaborate with EAs/PAs across Tech Solutions, OL & ORL. Build strong cross-divisional relationships across global Ocado Technology offices. 
• Consistently demonstrate the core Ocado and Ocado Technology values, contributing to the business in a helpful, polite and professional manner undertaking any task however big or small.
• There is an element of physical activity to the role including manual lifting. Should a company event be held in the evening or weekend, you may be required to assist.

About you

• Previous experience as a Personal Assistant, Team Assistant or Team Coordinator to Senior Management level within a fast paced environment requiring tact, judgement and discretion.
• Excellent communication skills, both written and verbal, with the ability to talk to people from all walks of life. You have the ability to solve problems with positive outcomes.
• Experience of working successfully with Senior Management.
• Excellent organisational skills, such as ability to manage multiple diaries, organise complex travel and accommodation reservations.
• Support and assist in meetings; taking minutes, recording meetings, time stamping or generally prepping for the session.
• Intermediate level IT Skills and familiar with Cloud based tools such as Google Apps including Gmail, Drive, Calendar, Docs, SliDo etc.
• An approachable, flexible, engaged, creative and attentive attitude.

What we offer you

Our employee benefits are designed for you, we care about people and we’ve ensured we have a wealth of benefits that focus on your well-being. We regularly review our benefits to ensure we are supporting our employees appropriately.

• 30 days ‘working from anywhere in the world’ policy
• Wellbeing support through dedicated apps and an Employee Assistance Programme
• 25 days annual leave, rising to 27 days after 5 years service (plus optional holiday purchase)
• Pension scheme (various options available including employer contribution matching up to 7%)
• Generous Private Medical Insurance (within the first month of joining!)
• Income Protection (can be up to 50% of salary for 3 years) and Life Assurance (3 x annual salary)
• 22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requirements complete)
• Train Ticket loan (interest-free)
• Cycle to Work Scheme
• Free shuttle bus to and from Hatfield Train Station to the Hatfield offices
• Free shuttle bus to and from Welwyn Garden City Train Station to the Welwyn Garden City offices
• Opportunity to participate in Sharesave and Buy as You Earn share schemes
• 15% discount on Ocado.com and free delivery for all employees (within the first month of joining!)